Managed Metadata in SharePoint 2010 G. Scott Singleton – Principal Architecti3solutions, Inc. – Sterling, VAwww.gscottsingleton.com@scottsingleton
Set Yourself Apart and Ahead Understand the ‘Why?’ Develop the plan before the ‘How?’ The ‘How?’ is just mechanics; soon to be a commodity. True Leadership is understanding the ‘why’, determining a purpose, and developing a plan
Focusing on the ‘Why?’ Understanding the business need Look at past and current solutions in both SharePoint and other real world scenarios A look at Managed Metadata as a “How?”; a tool in the big box of tools provided to solve your purpose.
What is Metadata? Loosely defined as data about data. A data element that is used to describe the properties of the data but is not necessarily related to the original intent of the data.
We’ve been using Metadata for Decades!
Real World, non-SharePoint Examples of electronic Metadata EXIF data associated with picture files Closed Captioning on Movies Web Page properties used by Search Engine crawlers. These are all examples of data about data. Data that describes the properties of the data yet is not really considered part of the primary reason the data exists.
Is a picture worth 1000 words? Perhaps. But a picture doesn’t contain 1000 words. However if it had metadata it would most certainly contain some other information and you wouldn’t be left to guess.
Using Managed Metadata in SharePoint Applies structured data to unstructured data Allows for consistency Standardization Fosters Organic Growth
Keys to successful metadata usage Delegate Ownership out of IT Standardize Simplify
The evolution of Metadata in SharePoint Windows Team Services (aka WSS 1.0 if you will) – NOTHING, Nada Etc.
The evolution of Metadata in SharePoint Create metadata at the list level Cannot enforce policies Cannot govern or maintain at any level except at the list level
Finally – Some semblance of control reusability and management Inheritance Model Single Use Maintenance Difficulty Versioning Depreciation Scope Issues
Evolution Baby! Same Content Type Scenario Scalability enhanced with the Concept of Content Type Hubs via the MMS SSA Managed Metadata to enhance enforcement.
Understanding Adoption Design Implementation
Taxonomy, Tax on Who? tax·on·o·my noun tak-ˈsä-nə-mē Definition of TAXONOMY 1: the study of the general principles of scientific classification : systematics 2: classification; especially : orderly classification of plants and animals according to their presumed natural relationships
A simplistic Taxonomy Anyone know who this dude is? Hint: His first name is Melvin and his last name starts with a ‘D’.
Dewey Decimal System – finally structure to the madness!
I am the very model of a modern Major-GeneralI've information vegetable, animal, and mineralI know the kings of England, and I quote the fights historicalFrom Marathon to Waterloo, in order categorical
Originally conceptualized by Aristotle, refactored by Rivinusthen again by Linnaeus.
This dude name Charles Darwin comes along and takes us to iTaxonomy 4.0
Cladistics Ancesteral Descent, yadayadayada Think of it like Object Oriented inheritance Folk taxonomy – Folksonomy, non scientific taxonomy or classification.
So how can Managed Metadata Help? Distributable Organic, but Manageable Supports full lifecycle With Content Type Hub Scale it out!
The Managed Metadata Service A SharePoint 2010 Shared Service Application that provides a centrally managed term store and content type syndication
Service Hierarchy Service Application Instance Term Group Term Set Term
Managing the Term Store Setup Managers and Contributors Creating or Importing Term Sets
Creating and Managing The Taxonomy Full Create/Delete Reuse of terms in different branches Merging of terms Creating Synonyms Deprecating Terms
Importing Terms Sample CSV File Link 7 Levels of Terms Created in Excel
Term Set Properties Define Owner, Contact Email Address, Stakeholders, Submission Policy and if the term set is available to normal users.
Term Properties Language, Default Label, and Synonyms
Using Your Taxonomy New ‘Managed Metadata’ field type
Selecting the Term Store or Term Pick the Term Store or Term
Summary Concepts and Benefits of Metadata and a well defined taxonomy Configuration and usage of the Managed Metadata Shared Service Application Usage of Term stores in Metadata and Content Types